Office and Operations Coordinator

OverviewAction Installations and Maintenance is looking for a reliable and proactive Office and Operations Coordinator to support daily office functions, assist with operational activities, and help manage purchasing and supply coordination at our Allentown headquarters. This mid-level role is ideal for someone with prior administrative or office experience who is ready to take ownership of key support functions while collaborating with a small, fast-moving team.The Coordinator will serve as a central point of contact for office operations, vendor communication, purchasing requests, and facilities coordination, playing a key role in keeping our office and warehouse environment running efficiently.Key ResponsibilitiesOffice CoordinationServe as the first point of contact for visitors, vendors, and incoming communicationsAnswer, screen, and direct phone calls and office emails professionallyManage incoming and outgoing mail, packages, and deliveriesMaintain a clean, organized, and welcoming front office and shared spacesOpen and close the office and manage access keys, fobs, and visitor logsSupport scheduling of meetings, deliveries, appointments, and vendor visitsPrepare, organize, and maintain documents for internal use (digital and physical)Run local errands as needed (post office, supply pickups, bank deposits)Operations SupportAssist the operations team with administrative coordination and follow-up tasksMonitor and communicate delivery and pickup schedules with on-site helpers and vendorsSupport inventory tracking, basic supply handling, and warehouse organizationCoordinate light maintenance, cleaning visits, and facility upkeepAssist with safety monitoring, trash and dumpster coordination, and facility tidinessCommunicate with field staff and remote team members to relay operational updatesPurchasing and Supply ManagementTrack office and warehouse supply levels and submit purchase requests in a timely mannerResearch vendors and compare pricing for routine supply and material purchasesProcess purchase orders and maintain records of purchases and approvalsFollow up with vendors on order status, delivery timelines, and discrepanciesMaintain an organized purchasing log and support basic budget tracking for suppliesCoordinate with the operations and accounting teams to ensure proper documentationQualificationsHigh school diploma or equivalent required; associate degree or relevant coursework a plus1 to 3 years of experience in an administrative, office coordinator, or operations support roleProficiency in Microsoft Office (Word, Excel, Outlook); experience with purchasing or ERP systems a plusStrong organizational and time management skills with attention to detailEffective written and verbal communication skillsAbility to work independently, prioritize tasks, and manage multiple responsibilitiesComfortable with light physical tasks, including receiving and organizing deliveriesBilingual English and Spanish/ Portuguese strongly preferredReliable transportation required for errands and occasional off-site tasks